Event Planning

Consider the aims and objectives of your society and what you can practically deliver. Sometimes it’s best to start small and get to know your membership before planning a large event such as a social or formal. You can read up on planning bigger events here.

Decide if your event is online, in person, on or off campus.
Thinking about the expected number of students who are likely to attend your event will help you decide on the size of venue you need. Remember the earlier you can request your preferred venue the better! We have some specific advice on online event planning - take a look here here.

Look at our society event timeline here. to help decide where your event might be best placed in the semester calendar.

The only way to do this effectively, is to submit an Event Plan Form

If you have outlined in your event plan form that you want to avail of a UUSU grant to fund your event (and if your Societies Coordinator feels that your event is financially viable) they will ask you to submit a Grant Application Form. You can read up on society finances and how to access society money here. PS. We’ve got a handy budget plan document to help keep you on track. Click here. to access it.

As the organisers of the event, the society committee need to ensure everyone is kept safe – read up on your Event Health & Safety obligations here. You will need to carry out a risk assessment and submit to your Events Coordinator, Cathal McArdle for approval. It can take up to 10 days to receive final approval for your event so be patient!

Upload your event details to uusu.org/whatson/ and create your event tickets so students can sign up in advance. These guides will walk you through the process List tickets for an Event List a Society Event.

Use our Payment or Purchase Form to purchase goods and services and make payments to your suppliers. Review our preferred suppliers list for guidance on who to buy goods from.

Enjoy seeing all your hard work pay off! Give yourself a pat on the back!
Hopefully you won't need this but have it to hand just in case: What to do if there is a Code of Conduct Breach at your event If you took in any cash from the event submit a Cash Lodgement Form and monies to the UUSU office asap

Meet as a committee and consider what went well, what went not so well and what you might do differently next time. Share you success! If your event went great we want to hear about it so we can shout about it. Tell us all the details here and your success could feature on our website and social media pages.

• Your Student Activities Team are here to help so keep in touch with us and ask for help and support when you need it.
• Work collaboratively as a committee. Be respectful of each other’s commitments and time restraints.
• Consider the unexpected
• There’s a lot involved in running event – give yourself time to work through each stage of the process
• Enjoy the ride!